Posted on December 8, 2023

Mastering Virtual Event Management: Key Strategies for Success

Even though the COVID-19 pandemic is long behind us, hybrid and virtual events are here to stay. Organisations continue to host virtual events because they are accessible to more people, give attendees much-needed flexibility and are affordable for those on a tight budget. Why should people spend their precious time and money travelling when they can join from the comfort of their own home? But planning a successful event, be it a conference, webinar, workshop, hackathon or trade show, requires meticulous event management. In this article, we explore the steps you should take to host a successful virtual event.

The Planning Stage

You’ve decided you’d like to host a virtual event. Now it’s time to dive head-first into planning! First, you need to set crystal clear objectives that your event should meet, such as generating leads, raising brand awareness or building a community. Once you’ve outlined your goals, you need to choose the type of event you’d like to host. For your event to meet its goals, you’ll need to have a deep understanding of your target audience to ensure the format and content of the event align with their needs and preferences. 

The virtual software platform you choose is the foundation of your event. That’s why it’s important for you to choose the platform very wisely. Consider how easy platforms are to use for individuals of varying technical competence. Think about the best features for your target audience, and make sure to pick a platform that sits within your budget. 

Once you’ve selected the most suitable virtual event platform, you need to create an agenda. This will help you determine the flow of the event, including the topics covered and how long each session will be. Finally, you need to decide whether your event requires sponsorship. This isn’t essential, but it will give you financial support, broader reach and more credibility.

Prioritise Promotion

Now that the planning phase is over, it’s time to move on to promotion. You need as many people as possible to know that your event is happening, but you must also ensure you’re targeting the right people. There are various event promotion strategies available to you, including creating a landing page, launching social media and email marketing campaigns, and producing blog posts hyping up the event. 

At the core of all promotion strategies is compelling marketing content. Whether someone lands on your website, sees your ad on Instagram, or reads your blog post, you want them to feel like they must attend your event. 

Go All Out On Event Engagement

You’ve powered through the promotion stage, and you’ve got all the sign-ups you need. When the day of the event comes, you want virtual attendees to be glad they came. This means choosing a virtual event platform that offers various interactive features, such as polls, Q&As, chat options and networking rooms for virtual attendees to converse with their peers. 

But beyond giving attendees ways to interact, you also need to ensure the sessions you’re providing are engaging. Populate the virtual event agenda with inspiring and knowledgeable speakers relevant to the event topic to keep people interested and use compelling visuals and masterful storytelling to provide attendees with valuable information. 

Another way to keep attendees engaged is to add an element of gamification to the event. Run giveaways where you give lucky attendees items or services from your event sponsors or your own business. Alternatively, host trivia sessions where attendees can let their hair down a bit after a long day of virtual panels and presentations. 

Don’t Forget Post-Event Activities

The work doesn’t stop when your virtual event ends. The activities following the event are just as important as the event itself! To measure the performance of your virtual event, invite attendees to fill in surveys and leave feedback. To increase the number of responses, offer individuals the chance to win a prize if they leave feedback. Gathering feedback from attendees is vital as it allows you to identify what went well and areas for improvement. 

It’s also good practice to thank attendees for coming. Sending a thank you email to both attendees and speakers goes a long way. For maximum impact, ensure sessions are available on-demand so attendees can go back and rewatch the recordings that piqued their interest. 

Final Thoughts: Mastering Virtual Event Management

Running a successful virtual event is no easy feat. It takes a lot of careful planning and effort to get it right! If you’ve never hosted a virtual event before, and you think you could benefit from some help, why not enlist the help of an experienced event agency? 

Consider partnering with a Machester event company known for its expertise in virtual events. The result? A production so slick that it rivals a television broadcast! Working with a seasoned virtual events company will ensure your event goes off without a hitch and leaves attendees feeling engaged and inspired.